11 WHY? HR - PeopleSoft Research, State Colleges and Universities, Comprehensives Financials - PeopleSoft Research, State Colleges and Universities, Comprehensives One Technical Platform PeopleSoft One Support Organization Shared Services Harmonized Business Practices and Policies One Set of Third Party Relationships Serving all Institutions oneusg 11

14 HOW? one Mission the USG is committed to pursuing operational efficiencies and being a model steward of resources Consolidate multiple support organizations into oneusg Unify all institutions on the oneusg technology platform (PeopleSoft) Standardize the language used to describe human resources, financials and supply chain transactions the USG is committed to timely and thorough review of programs, services and policies for currency and relevance Supplement, retire and re-author board policy, business procedures and HR practices in support of oneusg Extend shared services mission to innovate oneusg solutions beyond the existing footprint Deploy a governance model that sustains the oneusg solution Goal: address immediate systems needs while maintaining focus on future needs and vision oneusg 14

22 PILOT SCOPE GGC one challenge scope containment one design map disparate business processes to packaged software deliver a solution that scales from a state college to a research institution one conversion map existing system language to the new standardized language one integration build interfaces to integrate with existing technology solutions at all institutions one training every employee and retiree is impacted by the HR deployment existing Sandersville staff and institution practitioners must be retrained one support deploy a new functional / technical support organization oneusg 22

23 PILOT SCOPE GGC What about Recruiting and Onboarding? Existing Recruiting and Onboarding Solutions Not Integrated with HCM Application (except GRU) Identified as a Priority by Leadership Team Enterprise Solution Identification Required First Project Independent of oneusg Pilot Deployment Project Resourced Separately from oneusg HCM Can be Deployed Stand Alone Integration with HCM at a Future Date (Not required if PeopleSoft selected) Note: No Plans to Build Integration with PeopleAdmin or HireTouch oneusg 23

27 TAKEAWAYS No Institution loses functionality when transitioning to oneusg Some lateral movements may be required Changes to business processes / procedures Similar software functionality (eg. Time Entry) Some functionality / integrations will be grandfathered in order for institutions to recoup investments made to date When functionality / integrations grandfathered Sunset timeline will be agreed to and communicated No additional investments will be made in existing solutions Future investments directed at enterprise solution eg. Recruiting and Onboarding 27

28 TAKEAWAYS When new solutions are needed. oneusg will Partner with institutions to identify / select enterprise solutions Author contracts in such a way that all institutions will benefit from solution Work with governing bodies to prioritize deployment Collaborate with system office to align policies and procedures with enterprise solution 28

32 APPROACH - FIT GAP DEFINITION The task to formally determine how a system meets or fails to meet documented business requirements Fit/Gap should be an interactive facilitated session to analyze and compare the business practices and requirements with delivered PeopleSoft functionality Fit: Business Requirement is satisfied using delivered system functionality Gap: Business Requirement isn t met using delivered system functionality

33 APPROACH - FIT GAP OBJECTIVES Design a solution that will support the most complex business processes Develop a solution to enable the transition off ADP Deploy system functionality when needed ie. Prioritize development effort by phase No institution should take a step backwards when transitioning to oneusg

45 EXECUTIVE COUNCIL Role and Responsibilities: Define strategic direction for oneusg program within goals and direction set by the Chancellor and Board of Regents Additional shared services to deploy Approve project budget, scope and timeline Define Enterprise Roadmap Oversee implementation project(s), shared services execution, and Shared Services Center Champion oneusg initiatives with peer groups Function: President/Chancellor may serve or designate an institution participant Participant responsible for coordinating with subject matter experts at institutions when decisions are needed Replaces existing Shared Services Governing Council Rotating members serve two or three-year terms

46 EXECUTIVE COUNCIL Participating Institutions University System Office (Permanent) University of Georgia (Permanent) Georgia Institute of Technology (Permanent) Georgia Regents University (Permanent) Georgia State University (Permanent) Georgia Southern University (Rotating) Valdosta State University (Rotating) Georgia Gwinnett College (Rotating) University of North Georgia (Rotating)

47 HCM STEERING COMMITTEE Role Implementation project oversight and issue remediation Approve functional design approach and the deployment of standardized business practices Submit policy recommendations to Executive Council (or appropriate governing body) for consideration and approval How it functions Comprised of thought leaders from institutions and the System Office Mixture of director and practitioner resources Monthly meeting bi-weekly or more during solution design sessions

50 POLICY AND PROCEDURE Establish Policies in support of the standardization of HCM business practices Provide practitioners with system office guidance to discourage exception business practices Address disparate solutions to HR business issues Provide clarifications to ambiguous terminology or business practices Deliverables Board Policy Business Procedures Manual Human Resource Administrative Practices (HRAP) 50

73 PAYCHECK MODELER Paycheck modeling enables employees to simulate changes to their paycheck without updating the production tables. The goal of self-service paycheck modeling is to empower the employee with the ability to make payroll-related decisions without calling the payroll department or help desk. The end result is to increase employee satisfaction while reducing the workload of the payroll department Paycheck modeling is useful to quickly and accurately calculate and simulate paychecks for various scenarios, including: The employee is due a bonus or a commission and would like to estimate the net take home pay The employee is working large amounts of irregular overtime and would like to estimate a check with the overtime pay included The employee received a large IRS refund and would like to adjust their withholding status accordingly and estimate the net take home pay The employee would like to modify various benefit costs to determine net take home pay during Open Enrollment or a Life Event change 73

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86 RETRO PAY PROCESSING 86

87 RETRO BENEFIT DEDUCTIONS A retroactive change to employee or benefit-related data has an effective date prior to the last confirmed pay end date of the employee's pay group. Retroactive changes to benefits and deductions might become necessary for a variety of reasons: late paperwork, dataentry errors, modified union contracts, and changes to employment laws Triggering Individual Retroactive Benefit/Deduction Requests: 87

90 COMMITMENT ACCOUNTING Terminology Combination Code - shortcut used in HCM that represents a valid chartfield string Department Budget Table Assign funding allocation Budget A plan for expenses related to staffing Encumbrance A claim against funds. A projection of future expenses. Pre-Encumbrance An encumbrance that occurs before the employee/employer relationship occurs. For example, you would pre-encumber for funds for a new position that has just been approved but not filled. Actuals The actual amount of the encumbered portion that you have spent to date. An encumbered amount becomes an actual when an encumbered amount is paid. In HCM, these are the payroll expenses. Retro Distribution Retroactively reallocate payroll costs 90

91 COMMITMENT ACCOUNTING Definition What is Commitment Accounting? Assign Funding Sources to a Position or Employee Funding Sources are used for the GL Interface and Encumbrance processes Run Encumbrance Process to encumber the annual salary or preencumber vacant positions Run Actuals Distribution to attach funding sources to payroll costs 91

101 HIGH-LEVEL CONFIGURATION Time Period Calendars Coordinates with the Payroll Calendars Defines the begin and end days for the work week The Day Break Defines the End Point for each day and Instructs the system where to post reported hours 12:00 Midnight Hours worked before 12M post to Day 1; hours after to day 2; Shift Begin Posts all hours to the day that the shift begins Shift End Posts all hours to the day that the shift ends Employee Work Schedules Defines the assigned daily work schedule for each employee Used by Absence Management to determine total daily hours for time off reporting and days off 5/1/

102 HIGH-LEVEL CONFIGURATION Rounding Rules Used to define consistent segments of time; tenth of an hour, quarter hours, etc. Time and Labor Rules Used to define and apply special pay practices to reported time Calculates Overtime, Comp Time, Shift Differential, etc. Workgroups A group of rules that defines how employees will be compensated All employees must be assigned to a Work Group Similar function as Paygroups 5/1/

105 TASKGROUPS Use Taskgroups to assign time reporting Task Profiles to time reporters who perform ad hoc work for other departments/areas. Profiles allow selection of an alternate / appropriate funding source for specified hours of reported time. Custom rules ensure OT is applied to the appropriate fund source oneusg 5/1/

TECHNICAL HIGHLIGHTS September 16 th,2015 Oglethorpe D oneusg Constitution one set of uniform business procedures, policies and practices one technical platform / software solution one support team and

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